Executive Assistant (Contract)

Responsibilities

• Manage the CEO's complex calendar, prioritizing competing demands and ensuring strategic use of executive time.
• Coordinate travel, including itineraries, accommodations, transportation, and contingency planning.
• Prepare meeting agendas, presentations, briefing materials, and executive reports.
• Track action items and follow-ups to ensure timely completion across leadership and cross-functional teams.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the CEO.
• Screen, prioritize, and draft executive correspondence and communications.
• Coordinate executive meetings, board meetings, leadership offsites, customer visits, and special events.
• Support confidential projects involving personnel, legal, financial, and strategic business matters.
• Assist with expense reporting, invoice approvals, purchase requests, and administrative documentation.
• Anticipate executive needs by identifying issues before they arise and proactively developing solutions.
• Maintain organizational systems for executive documents, records, and reference materials.
• Partner closely with leadership, HR, Finance, and Operations to drive alignment on company priorities.
• Support special projects and strategic initiatives as assigned.

About You

• You thrive in an environment where priorities evolve quickly, collaboration is key, and every day presents new opportunities to solve problems and make an impact.
• You're exceptionally organized, resourceful, and calm under pressure, with a natural ability to anticipate needs before they're expressed.
• You communicate with professionalism, exercise sound judgment, and handle sensitive information with the highest level of discretion.

Required Attributes

• 5+ years of experience supporting C-level executives, preferably CEOs or founders.
• Exceptional organizational, time management, and prioritization skills.
• The ability to thoroughly understand the CEO's vision and mid-to-long term goals to independently filter, prioritize, and manage the CEO's time and incoming requests.
• Designing scheduling workflows that fiercely protect the CEO's time for critical fundraising, regulatory approvals, and deep-work strategy blocks.
• Demonstrated ability to manage multiple competing priorities with minimal supervision.
• Strong written and verbal communication skills.
• High level of professionalism, emotional intelligence, and discretion when handling confidential information.
• Experience coordinating complex travel, calendars, meetings, and executive communications.
• Advanced proficiency with Microsoft Office, Jira, and modern productivity tools.
• Strong attention to detail and commitment to delivering high-quality work.
• Ability to build strong relationships across all levels of the organization.
• Comfortable working in a fast-paced, rapidly changing startup environment.
• This role will support programs for U.S. Government customers, including national security and defense-related missions. Candidates must be willing to work on Civil, Commercial, and Defense-related projects.

Bonus Points For

• Experience supporting executives in aerospace, defense, manufacturing, or other highly regulated industries.
• Experience coordinating Board of Directors meetings and investor communications.
• Experience planning executive events, customer visits, or company offsites.
• Experience working within ITAR or government contracting environments.
• Bachelor's degree in Business Administration, Communications, or a related field.
• PMP, CAP, or Executive Assistant certification.

Travel Requirements

This position may require approximately 10% travel to support business needs, including visits to company facilities, customer sites, industry events, and team meetings. Travel frequency may vary based on business priorities and project requirements.

Compensation and Benefits

This position will initially be engaged as a contract (1099) role, with the opportunity to transition to a regular full-time employee based on business needs and performance. Compensation will be determined on a case-by-case basis and will vary depending on relevant experience, qualifications, and demonstrated skills.

Upon successful conversion to full-time employment, the selected candidate may become eligible for Gravitics' comprehensive employee benefits package, which includes company equity, medical benefits, a 401(k) retirement plan, and other employee programs, subject to applicable plan terms and company policies.

ITAR Requirements

To conform to U.S. Government space technology export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

Pay and benefits

Salary Range $50—$75 USD